DSI: 4 tips for saving time and efficiency when writing your specifications

What are the benefits of specifications for the company?

Write specifications is an essential approach for managing a computer project. Indeed, this document makes it possible to establish a specific framework in order to avoid any drift: budget exceeding, non-compliance with deadlines, unsuitable features, etc.

It greatly facilitates the Software implementationinsofar as it makes it possible to clearly express the different needs of users, but also the expectations of society and the issues inherent in the project. In addition, the specifications make it possible to limit the misunderstandings and the vague areas which could compromise the proper deployment of the application.

In addition, the specifications is a real communication tool, which can involve all the teams in the project, but also to stimulate their motivation and their commitment. From decision -makers to operational staff from the various services of the company, including external providers, this document offers all actors to exchange using a common language.

Ultimately, the Construction of specifications allows you to establish the foundations of your project and guarantee its smooth running. The time and resources devoted to its design will therefore be largely offset by the productivity gains obtained later.

4 good practices to succeed in the specifications of your IT project

Perform an audit of the existing

There Production of specifications cannot be done without a complete analysis of the situation. You must therefore review your current software, your technical architecture or even your work processes.

Most importantly, it is necessary to examine these different elements with a critical mind, in order to identify avenues for improvement or simplification. Do you also have to question their relevance: for example, your software always really meets your needs?

Indeed, the integration of a new software is not only a change of tool: it is also an opportunity to modify certain working methods or to transform the organization of information systems to better meet the challenges of today. Thus, you should not just “calculate” your current operating mode for writing your specifications.

Define and prioritize your needs

To avoid exceeding the budget or the fixed deadlines, it is important that the functional perimeter of computer project either perfectly defined upstream and is not changed along the way. Precisely, the audit of the existing previously carried out is very useful to identify with precision the processes and the needs of the various professions.

It remains to classify these needs by category and in order of priority. This approach will help you Write your specifications and will facilitate the comparison of the different software solutions as part of a call for tenders. Indeed, this will allow you to focus on essential points for your business.

In addition, the functional framework must be built in relation to your objectives. This is why it is very useful to design Key performance indicatorsfor example on profitability or productivity. Ultimately, these KPIs will serve you to assess the success of the project by comparing them with the planned objectives.

Finally, if it is important to define your current needs, it is also essential to anticipate your future needs. The company is constantly evolving, as is its sector of activity and its competitors. Hence the interest in analyzing the major trends in your market.

At the end of this approach, you must be able to distinguish:

• The essential features to carry out your project and achieve your goals.
• Secondary features, which you can do without and which can possibly be integrated later.

Involve business directions in the construction of the specifications

There Production of specifications cannot confine himself to the IT department. Indeed, the software is aimed at a much wider range of users: human resources, marketing, sales, management control, etc.

To establish a functional specifications, the CIO must therefore work with the business directions in order to clearly express their needs. But this approach also concerns the construction of technical specifications: here, Director of Information Systems is responsible for transcribing needs to the publisher to guide the development of the application.

Anyway, involving future software users will allow, ultimately:

• To facilitate its adoption by all employees.
• To locate, upstream, the problems that could hinder the Implementation of the project.

Write exhaustive specifications

To express your Functional and technical needs With maximum precision, your specifications must be perfectly exhaustive. Thus, you should not be afraid to write a voluminous document rich in information.

Please note, however: “exhaustive” does not mean “tote”. Be sure to list only the features you really need, relying on the work of identifying the needs carried out earlier. Thus, you are guaranteed to obtain answers adapted to your expectations from the publishers that you will consult.

In addition, for the final result to remain understandable and readable, it is important to structure the specifications by clearly distinguishing the different themes addressed. To treat the form of the document even more, it can also be useful to integrate illustrations, patterns, even models.

The composition of specifications for a computer project

To help it Dsi To write a good and due specifications, here are the essential elements to integrate into this document.

The context of the project

To be able to best meet your expectations, it is important that publishers understand the context in which your project is registered. This step is to summarily describe your business and its sector of activity, but also and above all to present the problems that the software must integrate.

Thus, your potential providers will be able to better understand your needs and give meaning to the development of the software.

The definition of objectives

After having summarized the context of the project, it is advisable to present your objectives. The latter must be expressed clearly and, if possible, quantified: for example, “increase our satisfied customer rate of x %”.

By precisely describing your expectations, the publishers consulted can offer you an adapted offer to help you achieve your results.

The project team

It is always useful to present the team in charge of IT project management, in particular:

• The project manager.
• The technical team within the CIO.
• Business experts.
• Users designated as testers.

Description of functional needs

It is here that all the analysis work of the existing done upstream will bear fruit. Indeed, this part consists in presenting your carefully classified and hierarchical needs, in order to clearly explain what the software must be able to do.

If you have a precise idea of ​​the desired application, you can also include a model designed by you. This will give publishers an even more detailed representation of your needs.

The budget

Any project is subject to budgetary constraints. Your specifications must therefore precisely describe the resources you have, which will allow publishers to calibrate their offer so that it corresponds to your budget.

Retroplanning

Finally, the management of a computer project requires millimeter planning. Hence the importance of integrating a detailed calendar in your specifications, in order to obtain a clear and precise vision of the progress of the development of the software.

Here, you must mark the main stages of your project and attribute to each of them a realistic deadline. It is also possible to add intermediate deliverables to fluidify the management of the project.

Despite its undeniable advantages, the specifications is a long and complex document to write. To make the most of this tool, it is therefore necessary to properly prepare the project upstream, by analyzing the existing and by precisely defining your needs. By involving business directions in its design, you will also be able to offer an exhaustive document, allowing publishers to meet your expectations perfectly.

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